SHORE TEL 210 User manual

Using Your ShoreTel 210 IP Phone

Document and Software Copyrights
Copyright © 1998–2006 by ShoreTel, Inc., Sunnyvale, California, U.S.A. All
rights reserved. Printed in the United States of America. Contents of this
publication may not be reproduced or transmitted in any form or by any
means, electronic or mechanical, for any purpose, without prior written
authorization of ShoreTel, Inc.
ShoreTel, Inc. reserves the right to make changes without notice to the
specifications and materials contained herein and shall not be responsible
for any damage (including consequential) caused by reliance on the
materials presented, including, but not limited to, typographical, arithmetic,
or listing errors.
Trademarks
ShoreCare, ShoreWare and ShoreGear are registered trademarks of
ShoreTel, Inc. in the United States and/or other countries. ShoreTel,
ShoreTel 6, ShorePhone, Office Anywhere and ShoreTel Smart are
trademarks of ShoreTel, Inc. in the United States and/or other countries.
Version Information
PN 850-1038-02
Draft 3
ShoreTel 6 210 TUI
Date: March 30, 2006
Company Information
ShoreTel, Inc.
960 Stewart Drive
Sunnyvale, California 94085
Phone: [phone] OR 1-800-425-9385
Fax: [phone]
www.shoretel.com

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Contents
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
PHONE OPERATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Placing Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Using the Speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Making a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Leaving a Message and Message Options. . . . . . . . . . . . . . . . . . . . 7
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Answering Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Picking Up the Night Bell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Interacting with Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Muting a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Placing a Call On or Off Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Transferring a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Parking and Unparking Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Silently Monitoring / Barging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Changing Call Handling Mode and Forwarding . . . . . . . . . . . . . . . 10
Changing Extension Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Toggling the Hunt Group Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
VOICE MAIL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Logging Into the Main Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Logging In from Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Logging In from an External Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Sending Messages from Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . 13
TROUBLESHOOTING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Viewing Phone Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Rebooting Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
QUICK REFERENCE OF COMMON TASKS . . . . . . . . . . . . . . . . . . . . . . . . . . 19

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5
GETTING STARTED
Welcome to your ShoreTel™ IP phone!
Logging In
If you are using your phone for the first time, the phone's display will show
date and time. If no time server is specified, the phone displays “ShoreTel.” In
either case, you can place calls but not receive them. You need to log in and
assign this phone as your permanent extension. To log in:
Step 1 Press .
Step 2 Dial the extension number assigned to you by your
administrator.
Step 3 If your administrator assigned you a password, enter it now
(otherwise enter a default password of 1234), and press .
Handset with
FInger Rest LCD Display 2 x 24 characters Indicator LED
Flashing light
alerts the user to
incoming calls and
unheard voice
messages.
Function Keys
Perform core
telephony functions.
Microphone
Audio Control Keys
Volume button controls
handset, speaker, and
ring volume. Mute and
Speakerkeysilluminated
when functions are
active.
Speaker
Delivers high
quality wideband
sound.
Dial Pad
Vinyl overlay
imprintedwith
international
symbols
Function Keys
overlay
Voice M ai l

6
Step 4 Enter a new password followed by . Check with your
system administrator for password length. Repeat to confirm
password.
Step 5 Speak your name and press , then press one of the
following options:
Accept
Review
Rerecord
Delete
Cancel
Step 6 Press for voice mail options.
Step 7 Press to re-assign the extension, then press .
You are now logged in. Your phone can receive calls, and you can check for
new messages
Your extension number now appears on the display, alternating with the time
and date. You can log in to any ShoreTel IP phone on your network to change
your extension assignment to that phone. See “Changing Extension
Assignment” on page 11 for more information.

7
PHONE OPERATION
Placing Calls
To place an internal call, pick up the handset, or press and dial the
extension. To place an external call, dial the trunk access code, then the phone
number.
To end a call, hang up the handset, or press .
Using the Speakerphone
You can interact with calls handsfree by using the speakerphone.
•To use the speakerphone, press . The LED in the button lights
green.
•To return to handset mode, press again.
If you know you will only use a speakerphone, handsfree mode makes
operation smoothest by eliminating the internal dial tone when the handset is
off hook. To enable handsfree mode, use Personal Call Manager or Web
Access.
Making a Conference Call
To conference a party into a connected call:
Step 1 Press . The call is put on hold. (Press if you
want to cancel the conference.)
Step 2 Dial the extension of the party you would like to conference
and consult with the recipient.
Step 3 Press again. The three-way call is established.
To disconnect the party you added, press again.
With the appropriate permissions from your administrator, you can then use
the Personal Call Manager software to conference up to six parties in a single
call.
Leaving a Message and Message Options
When the recipient of your call does not answer and has not opted to
automatically forward calls, you may leave a message when prompted and
hang up, or use one of the following options while listening to the mailbox
greeting:
Bypass greeting and leave a message, then hang up to send it.
Confe renc e
Hold
Confe renc e
Confe renc e

8
Transfer to assistant.
Forward to recipient’s FindMe destination (an optional number where
calls can be forwarded) — if enabled; otherwise you will be prompted to
record a message.
Transfer to auto-attendant.
After message recording, select from one of the following options:
Message Options, then:
Send message
Cancel
Review
Rerecord
Mark / unmark urgent
Transfer to auto-attendant
Transfer to assistant
Rerecord
Send message, transfer to assistant
Send message, forward to recipient’s FindMe destination, if enabled
Send message, transfer to auto-attendant
NOTE Hanging up sends the message.
Paging
If your phone and other phones at your site are configured for paging, you can
speak a message that will be heard on a connected speaker, usually overhead.
If you have access to the paging function, dial the number given to you by
your administrator and wait for the confirmation tone, and then begin
speaking. Hang up when you are finished.
If you hear an error tone when you try to page, paging may not be configured
at your site or you may not have the necessary permissions. Contact your
administrator.

9
Answering Calls
Ring tones and the flashing red LED light in the top right corner of your
phone identify an incoming call on your phone.
If the information is available, the caller’s name and number appear on your
display.
To answer the call, lift the handset or press .
Adjusting the Ring and Listening Volume
Pressing and on the Volume button adjusts:
•The volume of your phone’s ring while the handset is on hook and the
speakerphone is off.
•The listening volume while the handset is off hook, or the speakerphone
is on.
Answering Call Waiting
With the appropriate permissions (set by your administrator), you can receive
up to 16 incoming calls at once by repeatedly pressing . You can then
narrow the number of incoming calls you want to receive using Personal Call
Manager.
If you receive an incoming call while you are on another line, you’ll hear a
beep on the call. To answer the incoming call and put the current call on hold,
press . Repeat to return to the previous call or to move to the next
incoming call.
Picking Up the Night Bell
A night bell, when activated by your administrator, allows calls to route to an
extension that will ring on an overhead speaker. This feature can be
convenient for off-hours when a caller needs to speak with anyone at a site.
If you have access to the night bell function (set by your administrator), dial
to answer the call at your site.
If you hear an error tone when you try to pick up the night bell, the night bell
may not be configured at your site or you may not have the necessary
permissions. Contact your administrator.
Interacting with Calls
Muting a Call
To mute a call so the caller doesn’t hear you, press . The LED on the
Mute button lights red when mute is active.
Hold
Hold

10
Placing a Call On or Off Hold
To place a call on or off hold, press .
If you have more than one call on hold, you'll hear a dial tone. At this time,
you an press again to make the next call in the stack active. If you have
multiple calls on hold, continue pressing to locate the call you want.
Transferring a Call
To transfer a call from your extension to another extension or outside number,
press , then dial the number and hang up; or to cancel the transfer and
take the call off hold, Press again.
Parking and Unparking Calls
With the appropriate permissions (set by your administrator), you can park a
connected call on another extension by doing the following:
Step 1 Press . The call is put on hold.
Step 2 Dial followed by the extension number to park
the call.
To unpark the call from a different location:
Dial followed by the extension number.
Silently Monitoring / Barging In
With the appropriate permissions (set by your administrator for both your
phone and the target phone), you can listen to a call without being heard, or
join a call as a fully conferenced participant (“barge in”).
•To silently monitor a call, dial , then the extension on which
the call is active.
•To barge in on a call, dial , then the extension on which the
call is active.
Changing Call Handling Mode and Forwarding
NOTE Use Personal Call Manager or Web Access to configure the modes with
different call forwarding destinations and personal greetings.
You can set one of five distinct call handling modes for your extension,
including four “Do Not Disturb” options to forward incoming calls or send
them to voice mail. You can record personal greetings, which are linked to the
active call handling mode.
Hold
Hold
Hold
Tra n sfe r
Tra n sfe r
Hold

11
By default, your phone is set to Standard mode, which allows you to answer all
incoming calls. Other mode options include In a Meeting, Out of Office,
Extended Absence, and Custom.
To select a different mode, log into voice mail and press for Additional
Options, then press option and follow the prompts.
Changing Extension Assignment
With the appropriate permissions (set by your administrator), you can assign
your extension to any system phone.
Step 1 Log in to voice mail from the target phone.
Step 2 At the Main Menu prompt, press .
Step 3 Press to re-assign the extension.
•Press to assign the extension.
•Press to unassign the extension. The phone reverts to the extension
originally assigned to it. You can also use Personal Call Manager or Web
Access to unassign an extension.
NOTE If you assign your extension to a phone that is normally occupied by
another user, calls to the original user’s extention will go to the
forwarding destination, defined in the active Call Handling Mode.
Toggling the Hunt Group Status
With the appropriate permissions, you can toggle the hunt group status from
busy to not busy (or vice versa) by dialing . This feature is especially
useful when hunt group members are in a meeting or leave work early. If you
are a member of more than one hunt group, you must enter the extension
associated with the desired hunt group after dialing the access code above.

12
VOICE MAIL
A steadily flashing light on your phone’s corner LED and stutter dial tone
signifies that you have unheard messages.
Logging Into the Main Menu
To log in to the main voice mail menu, press , then dial your password
followed by . (Your default password is 1234.)
Logging In from Another Extension
To log in to the main voice mail menu from another extension, press ,
followed by your password, and then .
To log in to the main voice mail menu from an analog phone, press ,
then your extension, followed by your password, and then .
Logging In from an External Phone
To log in to the main voice mail menu from an external phone, dial the voice
mail access number provided by your system administrator, press , then
your extension, then your password followed by .
Listening to and Interacting with New Messages
From the Main Menu, you can listen to and replay new messages by pressing
. To interact with new messages, press one of the following:
Replay the message
Save the message
Delete the message
Forward the message
After recording the prefacing remark, press:
If correct
Review
Rerecord
Cancel recording
After addressing the message, press to mark it urgent.
Reply to the message
Choose one of the following options:
Reply with a voice message
Voice M ai l
Voice M ai l

13
Reply with a call back
Return to the previous menu
Hear the envelope information (time and date sent, user’s
name recording)
Move back
While listening to a message, you may “rewind” to several seconds
earlier in the message.
Pause
Move forward
While listening to a message, you may “fast forward” to several seconds
later in the message.
Continue to next message
Sending Messages from Voice Mail
From the Main Menu, you can send messages by pressing . The following
options are available while recording your message:
Cancel
Done recording
Review
Rerecord
After you are satisfied with your recording, you will be prompted to enter the
recipient’s extension. At this time, you have the option to press:
Additional addressing options
Look up recipient by name in a directory
Specify a personal distribution list
Broadcast to all extensions
Cancel addressing options
After the message is addressed, if desired, you can press:
Mark / unmark urgent
Request return receipt
Listening to Saved Messages

14
From the Main Menu, you can listen to saved messages by pressing . To
interact with saved messages, press any one of the options under “Listening
to and Interacting with New Messages” on page 12 (except for option 2).
Mailbox Options
Press to access various options for your personal mailbox, then press one
of the following:
Record personal greeting
NOTE When you record a personal greeting, it is linked to the active call
handling mode.
Record your personal greeting for the currently active mode at the tone
and press , then select from the following options:
Accept
Review
Rerecord
Delete
Cancel
Choose call handling mode
For more information on call handling, see “Changing Call Handling
Mode and Forwarding” on page 10. The following modes and options are
available:
Standard
In a Meeting
Out of the Office
Extended Absence
Custom
Cancel
Reassign extension
If you have the proper permission, you can assign your extension to any
system phone. The following options are available:
Assign the extension
Unassign the extension (The phone reverts to the extension
originally assigned to it.)

15
Set your password
Enter your new password, followed by and repeat to confirm. Press
to cancel.
Disable or enable envelope information
Use this option to enable recipients of your messages to hear the date and
time of your message’s delivery as well as your name.
Record your name
Press when you are finished recording your name, then choose from
the following options:
Accept
Review
Rerecord
Delete and use default system recording
Cancel
Listen to your deleted messages
As a safeguard against accidental erasures, the system retains deleted
messages for a few hours. To listen to your deleted messages, press .
Voice mail plays all the deleted messages still available to the system.
During playback, you can manage deleted messages as if they were newly
arrived messages. Press to restore the deleted message to a saved
message.
Remove deleted messages
The following options are available:
Confirm
Cancel
Additional options
The following additional options are available:
Enable or disable Outlook automated call handling
Change e-mail delivery options
Disable e-mail delivery
Enable e-mail delivery

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Mark voice mail heard after e-mail delivery
Mark voice mail unheard after e-mail delivery
Change agent state
Log in and assign extension
Log out
Log in without assigning extension
Change FindMe forwarding state
Your FindMe forwarding destination is a temporary number where
all calls are forwarded when enabled. Set this destination in
Personal Call Manager or Web Access.
Enable
Disable
Previous menu
Log Off
Return to Auto-Attendant
Hear Mailbox Status
Select this option to hear the number of unheard messages.

17
TROUBLESHOOTING
Problem: Your system is notifying your callers that your mailbox has exceeded
its limit and is unable to accept new messages.
Solution: The voice mail system includes recently deleted messages still
resident in the mailbox in the total count. If your mailbox is full, first purge
any backlog of deleted messages:
Step 1 At the Main Menu prompt, press .
Step 2 Press to remove deleted messages.
Step 3 Press to confirm deletion.
Problem: Your display reads "No Service."
Solution: Your phone is temporarily inoperable. Contact your administrator.
Problem: No one can hear you when you talk on the speakerphone.
Solution: Check for debris in front of the microphone.
Problem: Your display is blank.
Solution: You have no power. Contact your administrator.
Viewing Phone Information
To view information about your phone, such as IP address, subnet mask,
version, and MAC address, follow these steps:
Step 1 With the phone on hook, press .
The LED should not light and you shouldn't hear any tones;
if this isn't the case, lift and replace the handset.
Step 2 Dial the digits on the keypad that correspond with I-N-F-O,
then press .

18
Rebooting Your Phone
To reboot your phone, follow these steps:
Step 1 With the phone on hook, press .
The LED should not light and you shouldn't hear any tones;
if this isn't the case, lift and replace the handset.
Step 2 Dial the digits on the keypad that correspond with
R-E-S-E-T, then press . Your phone reboots.

19
QUICK REFERENCE OF COMMON TASKS
Using the Speakerphone
Making a Conference Call + ext. +
Using the Intercom + ext.
Paging number provided by administrator
Answering Calls lift handset or
Adjusting the Volume
Answering Call Waiting
Picking Up a Remote Extension + ext.
Picking Up the Night Bell
Interacting with Calls
Muting a Call
Placing a Call On or Off Hold
Transferring a Call + ext. + hang up
Parking / Unparking Calls + + ext./ + ext.
Silently Monitoring / Barging In + ext./ + ext.
Changing Call Handling Mode
and Forwarding
+ password + +
Changing Extension Assignment + password + +
Toggling the Hunt Group Status
Troubleshooting
Viewing Phone Information + I-N-F-O +
Rebooting Your Phone + R-E-S-E-T +
Logging Into Voice Mail + password +
Logging Into Voice Mail from
Another Extension
+ ext. + password +
Confe renc e Confe renc e
Hold
Hold
Tra n sfe r
Hold
Voice M ai l
Voice M ai l
Voice M ai l

20
Logging Into Voice Mail from an
External Phone
access number + + ext. + password +
Listening to and Interacting with
New Messages
Replay the Message
Save the Message
Delete the Message
Forward the Message
Reply to the Message
Hear the Envelope Information
Move Back
Pause
Move Forward
Continue to Next Message
Sending Messages from Voice
Mail
Listening to Saved Messages
Mailbox Options
Record Personal Greeting
Choose Call Handling Mode
Reassign Extension
Set Your Password
Disable or Enable Envelope
Information
Record Your Name
Listen to Your Deleted
Messages
Remove Deleted Messages
Additional Options
Log Off
Return to Auto-Attendant